I-2-6-42.Preparing Hearing Cassettes/CDs, Cassette/CD Storage Envelopes and Hearing Logs

Last Update: 9/2/05 (Transmittal I-2-64)

A. Before the Hearing

  1. The HO staff should type or print the claimant's name, Social Security number, date of the hearing and HO code on a label and affix it to the hearing cassette(s). If a CD is used to record the hearing, the HO staff should write the claimant's name, Social Security number, date of the hearing and HO code on the top of the CD using a permanent ink pen or marker.

  2. The top portion of the cassette/CD storage envelope should be completed for both analog and digitally recorded hearings (See I-2-6-44 – Recording Identifying Information on the Hearing Cassette/CD Storage Envelope; and I-2-6-95 - Sample - Front of Cassette/CD Storage Envelope.)

  3. When the hearing is digitally recorded using a CD, the hearing assistant should also enter the following into the automated recording system:

    • the claimant's name and social security number;

    • the ALJ's name;

    • the date, time, and location;

    • the type of hearing; and

    • the hearing office code.

B. During the Hearing

When analog recording is used, note on the hearing log sections of the cassette/CD storage envelope (See I-2-6-95, Sample - Front of Cassette/CD Storage Envelope and I-2-6-96 Sample - Back of Cassette/CD Storage Envelope.) at what point in the recording the following occur:

  • identification of case;

  • opening statement;

  • receipt of exhibits (note the exhibit numbers);

  • swearing or affirming, and examination of witnesses, along with the names of such witnesses and the identity of the person conducting the examination;

  • recesses (if any); and

  • closing of record.

C. After the Hearing

After the hearing, any CDs should be placed into a tabbed, plastic CD sleeve. The cassette tape or sleeved CD should be placed into a cassette/CD storage envelope. The cassette/CD storage envelope should be prong-filed on the left side of the paper claim folder.

NOTE:

Specific media handling procedures, how to contact the help desk for assistance, and how to resolve maintenance issues are on http://ohaweb.ba.ssa.gov/ohanet/drap/index.htm